Office Manager

Grubbs Volvo Cars; Houston (TX); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Weekly pay

PTO

Medical, Dental, Vision Insurance

Life Insurance

Disability Coverage

401(k) with employer match

Pet Insurance

Employee vehicle discounts

Job summary

Grubbs Automotive is seeking an Office Manager to oversee the dealership's business office, ensuring accurate financial transactions, efficient operations, and regulatory compliance.

This role partners with the Controller and management team to maintain deal flow, timely reporting, and a positive work environment. Requires 3+ years in automotive dealership administration, a degree in accounting or related field, and proficiency with Microsoft Office and dealer management systems.

Qualifications

• 3+ years of experience in office management, accounting, or administrative leadership within an automotive dealership environment.
• Familiarity with deal processing, financial reconciliations, and DMV/title procedures.

Responsibilities

• Oversee daily administrative operations of the dealership’s business office to ensure smooth workflow.
• Coordinate with management to maximize efficiency, maintain accurate and compliant records.
• Supervise accounts payable, accounts receivable, payroll, and financial reporting.
• Hire, train, and evaluate administrative/accounting staff, fostering a positive, collaborative environment.
• Develop, document, and implement office and financial procedures for accuracy and compliance.
• Prepare and distribute financial and operational reports for management review.
• Monitor and analyze financial data to identify opportunities for cost control and efficiency gains.
• Ensure compliance with federal, state, and local regulations and OEM requirements.
• Assist with customer concerns related to billing, financing, and documentation.
• Oversee scheduling and performance of front desk and administrative staff.
• Maintain thorough recordkeeping for personnel, transactions, and financial documentation.
• Support internal and external audits and assist with month-end closing processes.

Skills

Leadership

Communication

Organizational skills

Multitasking

Education

Associate or Bachelor's degree in accounting or related field

Tools

Microsoft Office Suite

Tekion or similar dealer management system

Job description

About Us

Grubbs Automotive is a family-first, relationship-driven dealership dedicated to our employees, customers, and community. We offer a supportive team environment with ongoing training, skills development, and career growth opportunities — so you can build a rewarding career in automotive service and sales while making a real impact every day.

Why Join Grubbs:

• Weekly Pay
• Paid Time Off (PTO)
• Medical, Dental, Vision Insurance
• Ancillary benefits, including life insurance, disability coverage
• 401(k) with employer match
• Pet Insurance
• Employee vehicle purchase and service discounts

The Office Manager is responsible for overseeing all administrative and accounting operations within the dealership’s business office. This role ensures the accuracy of financial transactions, the efficiency of daily office operations, and compliance with dealership policies and regulatory requirements. The Office Manager works closely with the Controller and management team to maintain smooth deal flow, timely reporting, and a positive, professional work environment.

Key Responsibilities

• Oversee and manage the daily administrative operations of the dealership’s business office, ensuring smooth and efficient workflow.
• Coordinate with dealership management and department heads to maximize operational efficiency, improve deal flow, and maintain accurate and compliant records.
• Supervise and support all accounting functions, including accounts payable, accounts receivable, payroll, and financial reporting.
• Hire, train, and evaluate administrative and accounting staff, fostering a positive, collaborative, and professional work environment.
• Develop, document, and implement office and financial procedures to ensure accuracy, consistency, and compliance with dealership policies.
• Prepare and distribute financial and operational reports for management review.
• Monitor and analyze financial data to identify opportunities for process improvement, cost control, and efficiency gains.
• Ensure full compliance with federal, state, and local regulations, as well as dealership accounting and manufacturer (OEM) requirements.
• Assist with customer concerns related to billing, financing, and documentation when needed.
• Oversee front-desk and administrative staff scheduling and performance, ensuring exceptional internal and external customer service.
• Maintain accurate recordkeeping for personnel, transactions, and financial documentation.
• Support internal and external audits and assist with month-end closing processes as directed by the Controller or Assistant Controller.

Qualifications

• Education: Associate or bachelor’s degree in accounting, Business Administration, or related field preferred.
• Experience:
  • 3+ years of experience in office management, accounting, or administrative leadership within an automotive dealership environment required.
  • Familiarity with deal processing, financial reconciliations, and DMV/title procedures preferred.
• Skills:
  • Strong leadership, communication, and organizational skills.
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
  • Experience with dealership management systems (Tekion or similar).
  • High attention to detail, confidentiality, and problem-solving ability.
  • Ability to manage multiple priorities in a fast-paced environment.

This is an excellent opportunity for a detail-oriented, team-focused professional to join a dynamic dealership and play a key role in financial operations and office management.

Grubbs maintains a strong policy of Equal Employment Opportunity for all associates. We hire, train, promote, and compensate associates based on personal and professional competence and potential for advancement without regard for race, color, religion, sex, national origin, age, marital status, disability, or citizenship, as well as other classifications protected by applicable federal, state, or local laws.